carbondale & rural fire protection district meeting of the board … · 2018-09-26 · steering...

Carbondale & Rural Fire Protection DistrictMeeting of the Board of Directors

October 14, 2015 5:30 p.m.

Agenda

A. Call to order & roll call

B. Changes to Agenda

C. Consent Agenda1. Approve Previous Minutes 2. Current Bills & Balances

D. Persons Present Not on the Agenda

E. 2015 Election, Jenny Cutright

F. 2016 Budget1. Set Public Hearing for Budget, Ron Leach 2. Public Information Plan for Budget, Ron Leach 3. 2016 Budget, Ron Leach 4. Wage/Benefit Survey, Ron Leach5. 2014 Audit Committee Report, Carl Smith6. Discussion Points for October 14, 2015, Carl Smith

G. Staff Reports1. Wooden Deer Firewise, Bill Gavette 2. Other

H. Financial Report1. Alpine Bank ACH Resolution 2015-007, Jenny Cutright 2. Other

I. Old Business

1. Continued Discussion of Email Policy, Bob Emerson

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3. Response Time Study, Ron Leach/Bill Gavette 4. Other

J. New Business1. SCBA Bottles and Warranty/Liability Issues, Carl Smith 2. Status of Personal Protective Equipment, Carl Smith 3. Public Master Plan Meetings, Ron Leach 4. Letter from Mr. Chacos5. Other

K. Adjourn

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CARBONDALE & RURAL FIRE PROTECTION DISTRICT

MINUTES OF THE MEETING BOARD OF DIRECTORS

CARBONDALE FIRE HEADQUARTERS AUGUST 12, 2015

The Board of Directors of the Carbondale & Rural Fire Protection District met for their regular meeting on August 12, 2015 at the Carbondale Fire Headquarters/Training Building.

Vice-President Mike Kennedy called the meeting to order at 5:32 p.m. Directors present were Louis Eller, Bob Emerson and Carl Smith. Also present were Jenny Cutright, Ron Leach, Bill Gavette, Eric Gross, Mark Chain, Leslie Lamont, Chris Wurtsmith, Mike Wagner, Michael Hassig, Jeff Wadley, Tom Flynn, Joanne Teeple, Lynn Burton, Vickie Smith, Hank van Berlo, and Ray Sauvey. President Gene Schilling was absent.

CHANGES TO AGENGAThere were no changes to the agenda.

CONSENT AGENDAThe items on the consent agenda were: Approve the Minutes of July 7, 2015 Regular Meeting, Approve the Minutes of July 29, 2015 Special Meeting, Approve Current Bills and Balances.

MOTION: made to approve the consent agenda. Jenny Cutright noted that checks that are being approved for payment include the list distributed. She said that these bills were received after the Board packet went out. Bob Emerson noted that he is abstaining on the minutes of July 7, 2015 as he was not in attendance. Louis Eller questioned the Mark Chain Consulting invoice. Mark Chain said it was not final as the town hall meetings have not been done. Carl Smith asked to add to the July 29, 2015 minutes, page 2, bullet 7, “He made a brief comment similar to what was listed on page 126 of the master plan”. Carl Smith added that the District is using some third party SCBA bottles and questioned if they were in NIOSH compliance. Ron Leach said that he would research the issue and report back. It carried and passed unanimously, with Bob Emerson abstaining on the July 7, 2015 minutes only.

PERSONS PRESENT NOT ON THE AGENDANo members of the public had any comments.

ATTORNEY’S REPORTEmail Policy Eric Gross reviewed a sample email policy from the Special District Association’s attorney. He said that this sample policy is more extensive than what is in the current bylaws. He added that this policy deals with the email system for the entire district, including a section particular for elected officials. Eric Gross reviewed the sample policy.

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Eric Gross said the best practice is not to have any policy discussion by email. He said if a board member wants to share information for other board members, it should be in the board packet, not via email. Discussion followed. Eric Gross noted that an exception is an emergency but then that item needs to be in the next board packet. He also said that if the board is communicating about scheduling a meeting that it is not considered a meeting.

The Board of Directors unanimously agreed to table the issue until the September regular Board of Directors meeting.

Agenda Policy Eric Gross said there is an agenda policy in the bylaws. He said that he was unable to find any sample agenda policies. He suggested using the Changes to the Agenda for items that need to come off of that agenda or changing the order of the agenda, not adding items that the public has not had a chance to see. He said an emergency item is an exception.

Discussion regarding adding items to the agenda followed. Ron Leach noted that John Colson from the Sopris Sun has requested that the Board packet be published on the Tuesday of the week before the board meeting. Ron Leach noted that the staff spends Tuesday, Wednesday and Thursday of the week before the board meeting preparing the board packet. Further discussion followed.

MOTION: made to state agenda items must be submitted at least eight days before the Board of Directors meeting, it is not necessary for the President of the Board of Directors to approve the agenda and not to change the timing of when to send the Board packets. It carried and passed unanimously.

DISCUSSION REGARDING ACCEPTANCE OF MASTER PLANMark Chain said that the master plan distributed is not complete. He said that it needs to add the steering committee minutes from August 5, 2015 and two comments from steering committee members. Mark Chain said that the board may want to add or change the master plan as time goes on. Mark Chain said that master plans are exhaustive processes. He said that the district has tightened its belt and a temporary mill levy increase in 2011. He said that there was a failed election in 2013 and a citizen’s advisory committee who recommended having a master plan done and not going to an election in 2014. He said both recommendations have been followed.

Mark Chain said that Almont Associates did the technical portion of the master plan and Mark Chain, Leslie Lamont, RRC and Footsteps Marketing did the public outreach portion. He reviewed the outreach that occurred. Mark Chain provided an overview of the master plan.

He said that Almont Associates says that Carbondale & Rural Fire Protection District is doing a very good job covering services with the limited resources available. He said that Almont Associates portion of the master plan has 75 recommendations.

Mark Chain said that during the public outreach portion they created an environment where people could talk about whatever they wanted. He said that people did not have critical comments about the district or the administration. They did hear people say that the district provides a valuable service but needs to ‘advertise’ themselves. Mark Chain said that the deficit spending cannot continue. He suggested a 2.0 mill increase with a sunset of 5-6 years to get

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staffing levels back to prerecession levels and purchase capital items. He also recommended the district keep $2 million in reserves. Mark Chain suggested hiring a public information officer to continue the public outreach.

Mark Chain said that the master plan steering committee has completed their work. He reviewed the memo he prepared with the master plan steering committee final comments, the minority report by Ray Sauvey and added the committee requested a different response time map from Almont Associates. Mark Chain said that each master plan steering committee member was asked if there was an election what amount should be requested, when should it occur and should there be a sunset clause. A summary of answers is included in the master plan.

Mark Chain said that he reviewed his financial scenarios at the July 29, 2015 special meeting. He said that scenario 2 is a budget with no revenue enhancements. Leslie Lamont said that their recommendation of a $2 million reserve balance ties in with Almont Associates recommendation of adopting a reserve fund policy.

Mike Kennedy said that he feels that the fire department should present the master plan to the public. He said it is the district’s plan and the district needs to implement. He said that the board and staff have sat back and offered the public many opportunities to comment. He said that the district needs to tell its own story.

Ron Leach said that he agrees with Mike Kennedy. He said the master plan is the district’s future and the board and staff need to present the plan to the public. He said there needs to be many meetings, not just the five in the contract. Ron Leach proposed having a town hall style meetingmonthly to discuss the master plan with citizens. Ron Leach said there is a lot of work ahead and the staff is anxious to begin. He added that the intent of the town hall meetings was to receive input before the plan was completed. He said it is the fire departments job to present the plan to the community.

Ron Leach said that he spoke with Almont Associates about the map the master plan steering committee requested. He said that Almont Associates will make the map if it is requested by the Board of Directors. Discussion regarding the map followed.

Ron Leach said that he would make a presentation about the response time. He said it takes an hour to drive from Marble to the western part of the District. He said that response time is more complex than a map.

Bob Emerson suggested adding the response time map, Ron Leach’s response time presentation and other items noted above as an addendum to the master plan with the understanding the board may have not seen the document but that they have been discussed. He said that the district has a good document and the board will look at implementing parts as the district studies the plan and is able.

Carl Smith said there are three items that were not addresses satisfactorily in the master plan: atraining center, a maintenance facility and the Redstone engine. He said that there is only a brief sentence about a training facility and that should be part of the planning. He said that there is a large fleet of apparatus and a maintenance facility is needed, that the maintenance department is working out of a garage, not a maintenance facility. Carl Smith noted that a maintenance facility

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was part of the 2004 master plan. He said that the master plan doesn’t call for replacing the Redstone engine until 2020. He said that the NFPA standard for apparatus is 12-15 years.

Bob Emerson said that the Board of Directors should consider those items when sufficient funds are available. Ron Leach noted that those items were on the capital replacement list submitted to the Board of Directors. Bob Emerson suggested adding the capital projects replacement list to the addendum.

MOTION: made to accept the draft master plan with the addendum and additional items discussed. Leslie Lamont said that she thinks it is a great suggestion to have the Board and Staff deliver the master plan presentations to the public. She said that she worked hard to limit staff involvement in the public outreach process. She said that she feels it was a good move. She said that they gave the community every opportunity to speak their minds. She added that 95% of what they heard was positive and constructive. Leslie Lamont said that was the goal setting up the community process, and no one can say the process was skewed. She said that they provided the opportunity for people to speak. She added that the make-up of the master plan steering committee represented a myriad of opinions. She said that the committee came together with a solid recommendation to endorse the plan. General discussion regarding the outstanding portion of the contract followed. No action was taken on that item. It carried and passed unanimously.

Tom Flynn said that the new website is very helpful. He encouraged the board to continue to use the website and Facebook. He said encouraged the board to use the marketing company to get the message out. Ron Leach said that the website and Facebook presence is very good. He said that Jenny Cutright is the reason the website and Facebook looks good. He said that she has created all of the content on both sites and that Footsteps Marketing took care of the technical portion.

2016 BUDGET DISCUSSION Review Proposed 2016 Budget Ron Leach said that there have been many budgets presented with the master planning process. He said that Mark Chain’s scenario 2 shows budget without any tax revenue increase. He said that the district needs to prepare a budget with no additional revenue increase. He said at the end of 2016, the reserve balance would be $880,000 if there are no changes, including the current staffing level. Ron Leach said that the board has historically and informally agreed on a $1 million minimum reserve balance. He noted that the reserves continue to trend down after 2016. He said that there is also no capital replacement spending budget. He said that both items are deficiencies in the proposed budget.

Ron Leach said that the district must replace and repair equipment. He said that a certain amount of hose fail the hose test and was taken out of service. He said that $10,000 is needed to replace hose. He said that equipment needs to be replaced before there is a problem. Ron Leach said the air bottles are another example of the need. Ron Leach said the trend of not replacing worn put equipment must be reversed.

Ron Leach said that the steering committee agreed that the fire department needs a mill levy increase. He said that the district needs to get some additional funding. Ron Leach said that the preliminary budget will have 18 paid employees with a 2.8% raise. Ron Leach said that the

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assumption is a 25.5% property tax revenue increase, due to the new assessed valuations. Ron Leach noted that an employee recently resigned and is moving, so there is a vacant shift position. Ron Leach said that the personnel budget is on target for 2015. He added that he plans to fill the vacant position in the near future with a full time employee. He said that the District needs three people on a shift to answer the calls.

Louis Eller said that the 2016 revenues do not arrive January 1and funds are needed on January 1. He said that no less than four months of expenditures are needed to fund the fire department until the property taxes are received. He said that after deducting the restricted amount and the four months of operating expenditures the balance is near zero. Ron Leach added that the reserve fund is also the sinking fund for equipment. Ron Leach said that a $2 million reserve, as recommended by Mark Chain, is a good idea. Louis Eller agreed.

Carl Smith said that the Alpine lease purchase can be converted to a loan if needed so the district can access that money if necessary. Discussion regarding the process if the district needed the funds followed.

2014 Audit Discussion Carl Smith said in 2014, Ron Leach gave a report on the 2013 audit. He requested an audit report. Discussion followed. It was decided to have the audit committee prepare a report for the board before the end 2015.

DISCUSSION OF TIMELINE FOR NOVEMBER BALLOTRon Leach said that when the master plan process began, the boards asked about the timeline for a November election as there are statutory deadlines. He said that the board wanted the opportunity to discuss putting a question on the ballot. Ron Leach said if the board wants to participate in the November 2015 an intergovernmental agreement must be signed with each county by August 25. Ron Leach said there is an opportunity and the board has seen the recommendations from the steering committee.

Bob Emerson the reason a special meeting on August 19, was set was to make a decision if the board wants to participate in the November 2015 election. Bob Emerson said the board is aware of the tight timeline. He suggested discussing this issue at the special meeting so President Gene Schilling is in attendance.

Discussion regarding the positives and negatives about moving forward with a November election followed. Mike Kennedy noted that the longer the district waits to ask the voters for an increase, there are more funds that are needed.

Carl Smith said that Almont Associates report has 11 strategies, three financial scenarios with alternates and Mark Chain’s financial report has six fiscal scenarios. He said the master plan is not a road map. He said that he feels that if there is going to be a mill levy increase, then there needs to be a specific plan, including the cost. Carl Smith reviewed ideas for open house meetings to discuss the master plan. He said that the board needs to wait to go an election.

Mike Kennedy said that the district needs a stop gap measure so the reserves are not being spentdown, while the master plan is being studied and a plan developed. Louis Eller said that there are

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plenty of reasons to move forward with a mill levy increase and plenty of reasons not to. He said this needs to be thoroughly discussed.

Bob Emerson asked the other board members to be prepared to discuss the issue at the special board meeting on August 19, 2015.

Mike Kennedy thanked Mark Chain, Leslie Lamont and the master plan steering committee for their work on the master plan.

FINANCIAL REPORTOther Carl Smith asked what the wildfire wages line item was for. Jenny Cutright said it was for wildfire assignments that wages will be reimbursed. Carl Smith asked where the donations go. Ron Leach said that they go in to the general fund. He said there are times that there are larger donations that may be used to purchase a piece of equipment in honor of someone.

STAFF REPORTSDiscussion of Colorado Division of Fire Prevention and Control Communications Grant Ron Leach said that the district applied for a $2000 matching grant in 2014 from the Colorado Division of Fire Prevention and Control for King radios. He said that the radios were purchased in 2014. He said that the grant was awarded and the district should receive $2,000 soon.

NEW BUSINESSReappointment to SEMTAC Carl Smith said that he was reappointed by the governor to the state emergency medical and trauma advisory committee. He said that he is on the public finance committee and the state trauma advisory committee. He said that he is the public representative for rural Colorado. He added that he can't be a resource to the department in some ways with state grants.

Information on Sunshine Laws and Ethics from Governor’s Office Carl Smith distributed copies of a Guide to Colorado Open Meetings and Records Law and Colorado Independent Ethics Commission for Boards and Employees to the board and staff.

Oregon Wildland Assignment Louis Eller asked if the District sent out a press release about the Oregon wildland assignment. Jenny Cutright will send one out.

MOTION: made to adjourn the Board of Directors meeting at 7:45 p.m. It carried and passed unanimously.

Respectfully submitted,

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___________________________Jenny Cutright, Recording Secretary

___________________________ Gene Schilling, President

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MINUTES OF THE SPECIAL MEETING BOARD OF DIRECTORS


The Board of Directors of the Carbondale & Rural Fire Protection District met for a special meeting onAugust 19, 2015 at the Carbondale Fire Headquarters/Training Building.

President Gene Schilling called the meeting to order at 5:37 p.m. Directors present were Mike Kennedy, Louis Eller, Bob Emerson and Carl Smith. Also present were Ron Leach, Jenny Cutright, Bill Gavette, Eric Gross, Dan Hardin, Hilary Fletcher, Michael Hassig, Mike Wagner, Ray Sauvey, Tom Flynn, Will Grandbois, Leslie Lamont, Jeff Wadley, Tom Adgate, Susie Adgate, Mike Edminister, Janice Ingram, Vickie Smith, Mark Chain and Joanne Teeple.


PERSONS PRESENT NOT ON THE AGENDAMichael Hassig said that it was clear that there is going to need to be a mill levy increase. He said the question was for what amount and how long. He added that the District cannot offer the current level of service without a mill levy adjustment. He said the main question is how much to ask for and when and added there are risks with going to the voters in 2015, but there are other risks with waiting until 2016. He added that whatever the Board of Directors decides, they have his support.

DISCUSSION REGARDING NOVEMBER 2015 ELECTIONTom Adgate asked the Board to have the courage to put a ballot question to the voters. He said that the master plan says the Board and Ron Leach are doing a great job, but that the District needs more funding. He said that he requests the Board put a ballot question to the voters.

Louis Eller said that the fire department is on an unsustainable path. He said that it is operating below a minimum staffing level, deferring capital improvements and spending reserves. He said that March 2014 a task force was created to help determine how the fire district can provide valued service in a fiscally responsible manner.

Louis Eller said that the recommendations provided by the Citizens Advisory Committee in Option 1 Phases 1, 2 & 4 have been met or addressed. He said that the district has completed a master plan study and gathered significant public input and comments on the district.

Louis Eller said that as a director, he has a fiduciary responsibility to the fire district. He said that he has the duty to exercise the utmost good faith, business sense and astuteness on behalf of the district. He added that the public has said that they are satisfied with the current level of service and are willing to fund it. Louis Eller said that the district needs a mill levy increase that will maintain existing levels

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of service in a sustainable way by providing for additional staff, capital improvement spending and increasing the reserve balance.

MOTION: made to seek a mill levy request for 1.75 mills, generating approximately $605,000 for four years, at which time it will sunset. The money should be used to hire two additional firefighter/EMTs, fund seasonal help and the summer wildland team - $200,000; provide for capital improvements as prioritized by the Chief- $200,000; and add approximately $205,000 to the reserve balance each year.

Carl Smith said that all Board members agree that a mill levy increase is needed and that the fire department is doing a good job. He said that the currently level of service cannot be maintained for an indefinite amount of time with the current financial situation. He said according to the Almont study, the District will be in a desperate financial situation between 2017and 2018. He said that the Almont report has seven goals and many specific recommendations and the Chain report has six scenarios and nine recommendations. He said that he was not comfortable choosing a mill amount or an amount of time for a mill levy increase. Carl Smith asked to propose an alternative motion but was unable to do so as there was already an open motion.

Gene Schilling said that he agrees there is a fiduciary responsibility to the citizens of the District. He said he was not comfortable with a four year mill levy time period, but would rather look at a two year time period. Gene Schilling added that the Board of Directors would be irresponsible if they did not let the voters decide the funding. He said that if something isn’t done in a timely manner, that the Board members could be personally liable for willful and wanton Disregard for public safety. He said the way the District is operating is not sustainable and is understaffed. He added that he would support a 1.75 mill levy ballot question for two years. He noted that he did not want to go for a four year period in case the valuations increased in 2018.

Mike Kennedy said that while he doesn’t know what the outcome of the discussion will be, he asked that everyone support the fire department and educate the public about what the fire department does and how much it really costs to do those duties. He added that he attended all of the master plan steering committee meetings and listened to those comments and has talked to members of the public. Mike Kennedy said that the board received the master plan which said the District was doing what they were supposed to be doing and doing it well. He added that while the Board of Directors already knew this, it was good to hear it from an outside source.

Mike Kennedy said that he gathered comments from the public on why the Board should or should not move forward with a mill levy increase election. He said one comment was that the District needed time to build credibility. He said that he does not think that any credibility has been lost. He said the reason the 2013 election failed was because the District asked for more than the tax payers were willing to fund. He said he does not feel that the District lost the public’s trust. He said the District lost an election, but that doesn’t mean it is untrustworthy. He added that the master plan didn’t say the District was untrustworthy. He said that if any member of the public would like to see something, they simply need to come ask to see it. He said that there is more information on the website than any other fire department in the valley has. Mike Kennedy added that he does not feel there are any issues with transparency.

Mike Kennedy said that 1.75 mills cost about $87 per year for a $500,000 valued home. He said it is about $7 per month, less than a big mac meal. Mike Kennedy said that 1.75 mills would be about $340

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for commercial property or vacant land. He said it a good start to help the District get back on its feet. He said the District owes it to the citizens of the District and the employees to stop running the finances in the red.

Mike Kennedy noted that the average cell phone bill costs $3 per day. He said that whatever decision is made, he hopes that everyone will work together. He added it is time to stop dwelling on the 2013 election and move forward.

Bob Emerson said that he has been considering what to do since the 2013 election. He said that the District is in financial straits and something needs to be done to alleviate the situation. He said that there are a number of recommendations in the master plan that need to be addressed but some of those take money. He added that Mark Chain said that the master plan is as document that moves forward and will take some time to implement. He said if the District does not get the financial situation in order, there will be no funds for those items. He said even with the increase in property valuations for 2016, $200,000 will need to be taken from reserves to balance the bare bones budget.

Bob Emerson said that said that one thing he heard after the 2013 election was that citizens want a sunset provision. He said in two years the District will receive new valuations again and need to decide what to do with funding at that time. He said that while voters want assurance that they are not locked in to a long term mill levy, no public entity wants to go to an election every two years. He said he feels there is value to a four year sunset but thinks a two year may be the best option.

Bob Emerson said that he feels the most transparent thing is to tell the voters that it is up to them to decide the financial future of the District. He said that the voters need to have the opportunity to make the decision. He said the voters own the district. He added by putting off an election, it is denying the voters the opportunity to express their opinion.

Bob Emerson said that people recognize the financial situation the District is in. He said if an election does not pass $200,000 would need to come out of reserves for to balance the budget. He added that the master plan talked extensively about the capital needs. Bob Emerson said that a ballot issue is a stop gap measure. He said both sections of the master plan recommended larger mill levy increases for a long period of time. He added that Almont Associates recommended going to an election in 2015.

Gene Schilling said that he doesn’t want to restrict where funds would go until there has been time to discuss it. Louis Eller said that his goal in the motion was complete transparency but agrees that all categories could use more than $200,000 in additional funding. Louis Eller added that the board has an obligation to the paid staff that has been carrying an additional burden while the District has been underfunded. He said the board also has an obligation to the volunteer and paid members to provide adequate safety equipment to perform the dangerous jobs they do.

Discussion regarding the amount of a mill levy to request followed. Mike Kennedy noted that the longer the District waits, the more funding will be needed. He added that people do not want elections every two years and those elections cost money.

Carl Smith said that the income is increasing $420,000 in 2016 due to new valuations. He said he agrees with meeting to address and develop a 3 to 5 year plan. He said that the master plan was received one week ago. He said there are many scenarios in the master plan that need to be discussed. He said that staff needs to do a lot of work, including implementing ICD-10 codes, creating job

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descriptions, look at send out the ambulance billing. He said that there are low to no cost items in the master plan that can be implemented. He suggested going to an election in May or November 2016.

Carl Smith said that he supports a mill levy increase but how much and when hasn’t been determined yet He said the board needs to make a list of priorities and develop a plan over the next six months. He said once a plan is developed, that is when to go to the voters. He added that he is not opposed to a mill levy increase, but wants to be able to go to the citizens and said this is the plan and the direction we want to go in. He reviewed the assessed valuations changes for 2016.

Bob Emerson said that if the mill levy passes, the increase revenue will still not be enough to bring the District back to the revenue level of 2013. He said that the property tax revenue declined $1.2 million and three full time positions were lost. He added that the voters have trusted the board and staff to spend money wisely. He said the master plan said that the District was on a road to disaster if finances don’t change. He said the recommendations suggested going to an election in 2015, not to wait another year and have more difficulties.

Jeff Wadley said that the Garfield County Assessor said that assessed valuations are increasing 33%. Gene Schilling clarified that 33% is a countywide average. Louis Eller said that he contacted the Garfield County assessor’s office who said the District’s increase will be 25.5-26%. He added if there are any changes to those numbers, they will likely be reduced. Bob Emerson added that due to the $1.2 million reduction in revenues for the past two years that $600,000 has been cut from the budget and $600,000 has been taken out of reserves for the each of the past two years.

Mike Kennedy noted that the board has had the master plan for over a month. He said that the public wants to know that the District is moving forward with the master plan but noted it is a long term program. He said that if an election happens in 2016, the board still won’t have all of the answers for the next 10 years. He added that one large wildfire could change everything. He said that there are too many moving targets and things that could change. He said the board needs to get the word out and educate the public on what the fire department is doing.

Bob Emerson said that the master plan is available on the website and paper copies are available. He encouraged the public to read the master plan. He added that the master plan says many times how great the financial need is and that it needs to be fixed now.

Carl Smith said that the valuations may change again. He said that the Board needs to make a plan of where they want to start, where they are headed and what is being considered today. He said then if the plan changes, it can be explained why. He said that he did not hear Almont Associates say the election needed to be in 2016. He said some scenarios suggested 2017 for an election. He said that funding would be tight in 2016 but the strategy needs to be developing a plan for the next five years.

Bob Emerson noted that when Almont Associates made their presentation to the board, Jeff Wadley asked when they recommended going to an election and they said 2016. He added that the financial scenarios presented by Almont Associates and Mark Chain Consulting both start with a revenue increase in 2016.

Bob Emerson said if there is a successful election in the fall, he thinks the board will look at adding staff to get the lost positions back. He said the master plan clearly shows the District is understaffed. He said the District is having a problem staffing multiple calls. He said the master plan also shows the

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problem with equipment that is at the end of its service life. Bob Emerson said that he would like to work on funding for a sinking fund. He also said that the master plan recommends a $2 million reserve fund and the District is currently well below that level. He added that even with an election, the reserve fund balance will not get to $2 million for many years. He said that as a board member, he would commit to look at all of those items so the funds are utilized in the best manner.

Tom Adgate asked the Board of Directors how many years they would like to see a mill levy increase for. Carl Smith said that he isn’t sure if there should be an election but once there is a plan, then he would like a four year sunset. Carl Smith added that he would like a ballot question to say if there is as significant valuation increase that the district cannot take the entire amount. He said he is concerned there will be a huge jump in property valuations in 2016. Bob Emerson said that the board can issue a temporary mill levy credit if the revenues are greater than the budget needs. Eric Gross added that if the mill levy is a two year sunset, the valuations will not change much between 2016 and 2017.

Carl Smith said that a four year sunset will help with long term planning. He noted that the District needs a new ambulance, fire truck and hose. He said a four year sunset is better for fiscal planning.

Tom Adgate said that he would like to see the Board of Directors make a decision and move forward with an election. Louis Eller said that if the valuations rise in 2018, the additional funds will still be needed. Gene Schilling asked Tom Adgate his recommendation for a length of a ballot question. Tom Adgate suggested a four year sunset, since the citizens do not want to go through elections every two years.

Dan Hardin said there is a wealth of wisdom on the board and as a citizen he does not want to know the minutia of how the funds will be spent. He suggested a four year sunset. He said that he doesn’t want the board to come back to the voters in two years. He said now is the time to move forward with an election. He said the district has a master plan to back up the request. He said that he is concerned with the District’s budget and huge area. He said that the district needs to be able to cover multiple calls. He said as a taxpayer, he is willing to pay more.

Gene Schilling noted that within the last seven minutes, there were two calls going on.

Joanne Teeple said that she served on the citizen’s advisory committee and the master plan steering committee. She said that she has read the master plan and budgets. She said that the Almont document is a study and the path must be made clear. She said that the argument that the district needs money is hollow. She said that she wants to see the work the board has done before there is an election.

Mark Luttrell said that the citizens want one thing, someone to come when they call 911. He said the public doesn’t want to look at every line in the budget. Mark Luttrell said that to say that the community does not trust the fire department is bogus. He said once there is dissention in the board, it creates conflict. He said that the newspaper did not help support the fire department as they projected the fire department as negative. He said that the fire department has been planning since day one.

Mark Luttrell said that the fire department has developed in to one of the finest departments in the state by planning. He said if the board does not ask for a mill levy increase it is going to deteriorate. He added that he would rather see the District with too much money and not to have to come back to the voters in a few years. He said that he would like to see the board unify. He added that most of the

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citizens don’t care what fire truck is being purchased, but they want to know that they are taken care of.

Mark Luttrell said if a mill levy brings in too much money it can be refunded or not ask for another mill levy increase. He said that he doesn’t want to see the fire department going to an election every two years. He said it is time to take care of the citizens of the community and get over the undermining.

Tom Flynn said that Almont Associates told the master plan steering committee that an election sooner was better than later. He said that they didn’t say which year. He noted that they said if the District waits too long, they will run out of money. He said that the master plan steering committee’s consensus was to wait until 2016, ask for a 2 mill increase and have a four year sunset. He said that the master plan steering committee thought it would be best to spend more of the reserves. He said the master plan survey came back with 42% of the respondents saying they would pay more to keep the same level of service. He said that 42% does not pass an election. He said there were 26% of respondents that are the swing vote and the committee things that the board and staff need to reach out to them. He added that when he talks to people, he doesn’t hear negative comments; just that people don’t know what is going on with the fire department.

Ray Sauvey asked the Board of Directors how they know that 1.75 mills are enough to ask the voters for. He said that there are 20 budget scenarios to review. He asked what an adequate level of service for the district was. He said that that will determine how many mills are needed. He said that by waiting to go to an election, the budgets will determine how much funding is needed. Ray Sauvey added that Almont Associates made recommendations base on sooner rather than later based on the department’s need. He added that they did not ask the voters if they are willing and able to pay for a tax increase that the board is proposing.

Louis Eller said that in 2013 the district asked for a mill levy increase that would provide for the district for many years. He said that if people want that level of service, it would take at least 4 mills. He said he is willing to ask the voters for 1.75 mills now and that will help get the district started on the master plan work. He said with 1.75 mills there will be the same, if not better, level of service.

Mike Kennedy said that while he does not think that voters want to see a ballot issue every two years, a two year sunset will give the board time to address some of the comments made regarding the master plan. He said that two years will allow the district to decide the direction it wants to take, make a plan and see where the economy is heading.

Discussion regarding the wording of the original motion followed. Further discussion regarding the length of the sunset followed. Mike Kennedy noted that 1.75 mills for two years should be enough to get the fire department back on track, begin implementing the master plan and reassess where the valuations are going.

The motion was amended to:

MOTION: made to seek a mill levy request at the November 2015 election for an additional $600,000 annually for two years at which time it will sunset. The money will be used for, among other things, to maintain current level of essential firefighting and paramedic services. General discussion followed. It carried and passed 4-1, with Carl Smith opposing.

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Carl Smith said that he would like to make it clear that he has explained his positions. He said it is not trying to be contrary, but expressing what he believes. He said there is a belief that the Board of Directors must be unanimous, but feels that it is not always appropriate. He added that he will express his opinion. Louis Eller said that once a board makes a decision, all of the members of the board own that decision. Mike Kennedy agreed and said that a carried motion should be supported by all of the board members. He asked Carl Smith to support the mill levy increase. He added that he agrees with a number of Carl Smith’s points but if the district waited, then all of the questions would still not be answered plus the district would continue to spend the reserve balance. He said Carl Smith noted a number of capital expenditures that are needed but it will take some time to develop a plan implement. He added that he does not think that property values will rise like before the recession. Mike Kennedy noted that the vote was a compromise and reiterated his desire for the Board of Directors to be unified in this decision.

Tom Adgate asked Carl Smith if he would support the mill levy increase. Carl Smith said he would consider the proposal and make a decision. He said that he does agree the district needs more funding but his concern is the plan. Discussion followed.

Bob Emerson said that the Board needs to authorize Eric Gross to review the Intergovernmental Agreements for the county clerks for the election and authorize Gene Schilling to sign them.

MOTION: made to authorize Gene Schilling to sign the IGAs for the election once they have been approved by Eric Gross. It carried and passed unanimously.

The Board of Directors agreed to a special board meeting on August 26, 2015 at 5:30 to review a ballot question. Bob Emerson noted that he would participate by telephone.

Ron Leach said that a Designated Election Official needs to be appointed. Discussion followed.

MOTION: made to appoint Ron Leach as the Designated Election Official for the November 2015 election. It carried and passed unanimously.

Ron Leach said there is a point where staff and board can only deliver factual information about the election. Eric Gross said that point is when the ballot question is certified. He said as a board member or when paid staff is on duty, they cannot take a pro or con side on the election. He said that board members may speak freely as an individual, not as a board member. He encouraged board members to make that distinction when they are speaking about the election.

Eric Gross said that staff time and resources cannot be used to encourage people to vote a certain way, but that they can deliver facts. He said that staff members can participate in any way they want on their own time.


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MINUTES OF THE SPECIAL MEETING BOARD OF DIRECTORS


The Board of Directors of the Carbondale & Rural Fire Protection District met for a special meeting on August 26, 2015 at the Carbondale Fire Headquarters/Training Building.

President Gene Schilling called the meeting to order at 5:42 p.m. Directors present were Mike Kennedy and Carl Smith. Director Bob Emerson attended via telephone. Also present were Ron Leach, Jenny Cutright, Bill Gavette, Eric Gross and Mark Chain. Secretary/Treasurer Louis Eller was absent.

DISCUSSION TO CONSIDER THE CERTIFICATION OF A BALLOT QUESTION FOR A TEMPORARY MILL LEVY INCREASERon Leach reviewed the 2016 preliminary assessed valuations from the county assessors. He said that the assessed valuations increased 23.29%, not 25.5% as predicted. Ron Leach said that a 1.74 mill levy increase would generate $591,803. Ron Leach said that at the previous Board of Directors meeting, the discussion was to spend the increase on personnel, equipment and reserve replacement. Ron Leach added that the personnel category would replace the three positions lost, issue raises for the current staff and have $33,000 for casual employees. Ron Leach said that the equipment proposed is fire hose, cardiac monitor grant match, personal protective equipment, communications equipment, a roof for Station 3. He said the additional funds would be used to replenish the reserves.

Gene Schilling noted that he would like to see the seasonal employee budget increased to $50,000. Discussion regarding funding for seasonal employees followed. Further discussion regarding if the ballot question should be a dollar amount or a mill levy followed. Eric Gross noted that the worksheet staff prepared is an exercise to review income and expenses. He said that the worksheet proves the rational for the mill levy being requested.

Bob Emerson noted that the $200,000 for reserves is not being added to the reserve balance, but it is replacing what the District would have used out of the reserves to balance the budget. Discussion regarding the reserve balance if the mill levy does not pass followed. Bob Emerson said that the worksheet is very useful for talking points. Further discussion regarding the amount to request for the mill levy increase followed. It was noted that 1.75 mills would yield $595,204.

MOTION: made to approve resolution 2015-004, A Resolution of the Carbondale & Rural Fire Protection District to Place A Mill Levy Override Question on the November 3, 2015 Election Ballot, with the change of 1.75 mills instead of $600,000 for the mill levy override question. Carl Smith said that he will vote against this proposal. He added that he was going to request a plan for the mill levy proposal, but Ron Leach has already done this. He noted that the

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will not fight the proposal, though he believes the Board of Directors needs to go in a different direction. It carried and passed 3-1, with Carl Smith voting against.

Carl Smith said that he would like to review the budget for the mill levy override in more detail at the September meeting. Bob Emerson noted that staff will develop two budgets, one with and one without the mill levy override. Carl Smith said that the Board of Directors needs to have input and responsibility for the budget. Bob Emerson noted that the Board has input and is responsible for the budget when they adopt it.

RESOLUTION 2015-005 Gene Schilling said the resolution is to apply for a grant from the Garfield County Federal Mineral Lease District. He said it is a no match grant.

MOTION: made to approve resolution 2015-005, A Resolution of the Carbondale & Rural Fire Protection District Supporting the Grant Application for a Grant from the Garfield County Federal Mineral Lease District for the Purchase of Firefighting Equipment. Bill Gavette said the grant is for a new hose tester, porta tank liners and various sizes of hose. It carried and passed unanimously.

Carl Smith said that the consolidated cardiac monitor grant may need to be purchased in 2015.

Eric Gross said at the previous board meeting, there was discussion regarding a resolution to support the ballot question. Discussion regarding what to include in the resolution followed. IT was decided to present a resolution to support the ballot issue at the September meeting.

Eric Gross distributed and reviewed information from the Special District Association regarding campaign finance activities.





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MINUTES OF THE MEETING BOARD OF DIRECTORS

CARBONDALE FIRE HEADQUARTERS SEPTEMBER 9, 2015

The Board of Directors of the Carbondale & Rural Fire Protection District met for their regular meeting on September 9, 2015 at the Carbondale Fire Headquarters/Training Building.

President Gene Schilling called the meeting to order at 5:29 p.m. Directors present were Mike Kennedy, Louis Eller, Bob Emerson and Carl Smith. Also present were Jenny Cutright, Ron Leach, Bill Gavette, Jake Spaulding, Brandon Deter, Jeff Wadley, Tom Adgate and Susie Adgate.


CONSENT AGENDAThe items on the consent agenda were: Approve Current Bills and Balances.

MOTION: made to approve the consent agenda. Jenny Cutright noted that checks that are being approved for payment include the list distributed. She said that these bills were received after the Board packet went out. It carried and passed unanimously.

PERSONS PRESENT NOT ON THE AGENDANo members of the public had any comments.

2015 NOVEMBER ELECTIONElection Update Ron Leach said the ballot language has been certified to the counties and is on the ballot. He said that the question is number 4B in all three counties.

Ron Leach said that the District is required to send the TABOR language to the county clerks by September 22. He reviewed the items that must be on the TABOR notice. He added that there is a place for people to submit comment for or against the issue. Ron Leach said that it is up to the Designated Election Official to summarize the comments. Ron Leach said that comments are due to the Designated Election Official by September 18 at 4:30 p.m. and must include the submitters name, address and signature. He added that the Bond Attorney has reviewed the question, made a minor grammatical change and approved it.

Ron Leach said that Jenny Cutright reviewed over 20,000 names on the property owner list. He said that she has been working on the list for over 3 weeks. He noted this is an election task that is done behind the scenes and is a lot of work.

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Consider Approval of Resolution 2015-006

MOTION: made to approve resolution 2015-006, A Resolution of the Carbondale & Rural Fire Protection District Requesting that the Voters of the District Vote “Yes” on the Mill Levy Override Question Certified by a Resolution No. 4, Series of 2015, to be Placed on the Ballot on November 3, 2015. Bob Emerson questioned if there should be a sentence about the amount the mill levy would generate in the resolution. Discussion regarding adding the phrase “estimated to generate $595,204” in the resolution followed. The motion was amended to:

MOTION: made to approve resolution 2015-006, A Resolution of the Carbondale & Rural Fire Protection District Requesting that the Voters of the District Vote “Yes” on the Mill Levy Override Question Certified by a Resolution No. 4, Series of 2015, to be Placed on the Ballot on November 3, 2015 and add the phrase “estimated to generate $595,204” in paragraph 10. It carried and passed 4-0, with Carl Smith abstaining.

Jeff Wadley said that there is nothing about the volunteers in the resolution. He said that he would like to see something about volunteer development in the resolution. Discussion followed. Louis Eller said that the quotes are directly out of the master plan document. Gene Schilling said it would not be appropriate to change a direct quote from the master plan.

Staff and Volunteer Training Concerning the Legal Requirements Concerning the Upcoming Election Carl Smith said that he has been outspoken about people getting the opportunity to speak. He said that he wants to make sure the volunteers and paid staff can speak out and whattheir limitations are.

Ron Leach said that he will be discussing this at the next volunteer meeting. He said that he has spoken with the paid staff about this issue already. He said that he has said that staff is likely to be asked questions about the election and it is appropriate to review the facts of the election and answer questions from the public, but not get in to a debate for or against the issue.

Ron Leach said that when staff is off duty, they are private citizens who have a right to speak upfor or against the issue and contribute money to any political committee if they choose to do so.

Jeff Wadley asked if the District would produce a fact sheet. Ron Leach said that he does plan to create a fact sheet and it would contain facts about the District and election and what the Board intends to do with the money if the issue passes.

Budget Proposal for the Mill Levy Increase Carl Smith said that there have been different proposals and comments about how to spend the mill levy increase if it passes. Ron Leach

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reviewed the proposed 2016 budget. He said without a mill levy increase, there is approximately $200,000 being spent out of reserves to balance the budget.

Ron Leach said that a main objective of all budget proposals has been to stop the reserve spending. He suggested budgeting the first $200,000 of the mill levy increase toward balancing the budget and to prevent the reserves from being spent.

Ron Leach said that all budget proposals have called for safety of personnel as the top priority. He said that everyone agrees on the need for personal protective equipment, communications equipment and equipment replacement with the additional funds that would come from the mill levy increase. He added that a main difference in the budget proposals is hiring paid personnel. Ron Leach noted that Carl Smith explained his rational for not replacing personnel in his proposal.

Carl Smith reviewed his budget proposal for the mill levy increase. He said in 2018 the assessed valuations will not be enough to fund the1.75 mill levy increase after it expires. He said that it would put the District in the position of having to go back to the voters or cut staff. He said that additional equipment is also needed.

General discussion regarding the two budget proposals followed. Bob Emerson said that there may be a different way to deal with the personnel needed. He suggested looking at ways to hire people over a period of time or hiring people to fill shifts, but not as full time employees.

Ron Leach said that he would like to further discuss the idea of blending the paid staff with casual employees. He said that he would like to be able to clearly state that the mill levy increase would be used for additional personnel, capital equipment purchase and to stop spending the reserves and balance the budget. Bob Emerson said that he is concerned with the concurrent calls and saying that the District won’t hire any additional is a problem. He said that there is a need now to have increased staffing and the board needs to further discuss this issue and receive a recommendation from staff on what the appropriate course of staffing is going forward. Gene Schilling said that the Board needs the general idea of where the funds will be allocated.

Mike Kennedy said that he expected to have to go back to the voters in two or so years unless the assessed valuations increased significantly in 2018. He said that was one of the reasons the Board agreed to a two year sunset. He said the idea was to allow for time to work on the master plan and figure out if the District needs to go back to the voters for a new mill levy override and for what period of time to accomplish the goals in the master plan.

Carl Smith said that the master plan shows that a lot of the calls are between 8 am and 5 pm Monday through Friday. He suggested hiring a 40 hour work week person to cover those calls. He also said that Bill Gavette spends a lot of time working on computers and he would like to contract with someone to provide those services so Bill Gavette can work on fire prevention needs. He added that he feels very strongly about sending people to outside training.

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Ron Leach said that the training budget has taken a huge hit over the past few years. General discussion regarding the training budget followed.

Ron Leach said that the main goal is to ensure there are three paid personnel on 100% of the time. He said this happens about 50% of the time now. Ron Leach said this is an untenable situation. He said whether it comes to full time or casual employees, this goal needs to be met. He said that the second goal is to stabilize the reserves. General discussion regarding staffing and hiring followed.

Ron Leach noted that the raises on the mill levy worksheet are also included in the 2016 proposed budget so the personnel amount on the mill levy work sheet can be reduced. He said the amounts are roughly $200,000 going to stabilize the reserves, $300,000 going toward personnel and $100,000 for equipment. Ron Leach said that this is an easy way to articulate the mill levy issue and an honest view of the way the District plans to spend the money.

Gene Schilling asked if the equipment purchasing list would change in 2017. Ron Leach said that it would and some of those funds could possibly be used to help increase the training budget. Ron Leach noted that he agrees with the premise with sending people to training. He noted that if a paid staff member is sent to training, they get paid and they need to be backfilled.

Louis Eller asked if overtime would be decreased with additional staff. Ron Leach said that the current staff is getting a minimal amount of overtime now, that Chief Officers are covering a lot of the time off, so overtime would not be reduced.

Ron Leach reviewed the cost of hiring full time employees. Louis Eller asked for a list of the District vehicles, year and mileage. Carl Smith noted that on some of the fire apparatus, there is as component of obsolesce, even if the mileage is low. Ron Leach added that with pumper trucks, the wear and tear on the vehicles comes from having them parked and pumping water, not driving miles.

Ron Leach said that the budget should not skimp on personal protective equipment (PPE) for members. Ron Leach said there are no funds budgeted for PPE 2016, nor has there been any budget in 2014 or 2015. Ron Leach said that is a deficiency in the proposed 2016 budget.

Ron Leach said that the cardiac monitor grant is still a possibility. He said that District was notified that the consolidated grant scored near the bottom of the grant list and the state funding hasn’t been secured yet. He said it is expected to be funded at some point.

Ron Leach said that he spoke with Tom Peltz, the bond attorney a few weeks ago. He said that the District’s bonds are rated AAA, but that rating was purchased with bond insurance. He said that there are many factors a bond company looks at when rating bonds. One is the community’s ability to repay the bonds; another is the District’s reserves. He said that the District had to purchase bond insurance to be rated AAA. He said that if the budget isn’t healthy, it will cost more to purchase the bond insurance. Ron Leach said that the bond companies watch the agencies with outstanding bonds and have recently requested copies of the District’s audits. Ron

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Leach noted that this is an unintended consequence of the current financial situation in the District. He said the best thing to do now is to stabilize the reserves.

Louis Eller asked about the need for an IT position. Ron Leach said that the District contracts with Trailhead Technologies for IT needs and Bill Gavette does not do much of that work. Ron Leach said that he spoke with Bill Gavette who estimated about 2% of his time went to maintaining computers. Carl Smith said that fire prevention is a way to earn more points in ISO. He also suggested looking at a dynamic staffing plan where one person’s schedule fluctuates based on covering other staff during time off. Ron Leach said the best way to allow Bill Gavette to work on fire prevention needs is to have more operations staff so Bill Gavette isn’t pulled away from his work to drive the ambulance or go on calls.

Discussion followed and it was agreed to estimates of 300,000 for personnel, 100,000 for equipment and 200,000 to stabilize reserves as the plan for the mill levy increase. Ron Leach suggesting using the raise line item toward increasing the training budget. Discussion followed. Jeff Wadley requested funding for volunteer retention. Ron Leach agreed with the need and said it would be added in the personnel category. Bob Emerson noted that the Reserves line is not increasing the reserves but being used for expenditures to prevent reserve spending. Discussion followed and all Board members verbally agreed to budgeting $200,000 to balance the budget and stabilize the reserves, $300,000 for personnel/training/volunteer retention and $100,000 for equipment.

2016 BUDGET DISCUSSION Appoint Budget Officer

MOTION: made to appoint Ron Leach the 2016 Budget Officer. It carried and passedunanimously.

2016 Proposed Budget Ron Leach presented the proposed 2016 budget to the Board of Directors. He said that as this is a proposed budget, there will most likely be changes before the final adoption in December.

Ron Leach said that the new assessed valuations increased property taxes 23.29%, not the 25.5% originally estimated. Ron Leach reviewed expenditure changes in the proposed budget. He added that the proposed budget is a static budget with $200,000 of reserve fund spending. Ron Leach noted that there is no capital spending other than the truck payment budgeted in 2016. Ron Leach said that this is a trend that needs to reverse. General discussion regarding line items and reserves followed. No action was taken.

OLD BUSINESS

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Email Policy Carl Smith requested his email be part of the Board packet. Ron Leach said it was inadvertently left out. Copies of the memo were distributed to Board members earlier in the meeting.

Documentation of Agenda Items Carl Smith said that there are items that come out at the Board meeting and not in the packet. Discussion followed. It was noted that some items cannot be included in the packet due to time constraints. Gene Schilling said that he would like as much as possible in the packet.

October Agenda Ron Leach requested the following items on the October 2015 Board of Directors agenda:

Wage & Benefit SurveyResponse Time Study Wooden Deer Firewise Program

Louis Eller requested the following item:November Board Meeting Date Change

Email Policy Bob Emerson said there are some items in the email policy from Eric Gross that he would like to review. He said the policy is very restrictive on use of personal email addresses. Bob Emerson said that he will talk prepare a redline of changes for the October board packet.

Mill Levy Issue Comments Jeff Wadley said that Louis Eller asked him if he was supporting the current mill levy issue. He said that he does support the mill levy and reviewed his history of supporting tax increase issues in the past.

He said there is a reason why there are an odd number of people on a board, so different opinions can be heard. He said the discussions have been good but he would like to see the abrasiveness diminished. He noted that everyone wants the same end result and he would be supporting the mill levy increase. The Board thanked Jeff Wadley for his support.

NEW BUSINESSReserve Fund Bank Account Louis Eller said there has been talk about creating a sinking fund. He suggested setting up the sinking fund and another fund so there is an account that is the reserve fund.

Oregon Wildfire Assignment Jake Spaulding said that a crew from Carbondale Fire was dispatched to Vale, OR on August 11. He said that there were 10 new fires in their 10 million acre district and they needed assistance. He said that they mostly worked on initial attack status for the 14 days they were on the fire line. He said it was a very educational assignment.

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Brandon Deter noted it was good experience to work with BLM firefighters and learn their tactics. Jake Spaulding added that these assignments benefit them as responders and as well as the community. He thanked the Board of Directors for their support.





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Deputy Chief Operations Report

October 2015 Responses – As of September 30, 2015 we have responded to 898 calls for service.

476 EMS calls including 55 motor vehicle accidents. 49 Fire responses. These include all fire calls, gas leaks, spills, CO responses, etc. 127 Fire alarm responses 246 Service and Good Intent responses. These include smoke/odor checks, citizen assist, cancelled enroute etc.

Response Comparison – Month Response Comparison - YTD

September 2015 - 107 2015 - 898 September 2014 - 91 2014 - 805 September 2013 - 96 2013 - 906 September 2012 - 109 2012 - 877

EMS Transports – YTD EMS Non-Transports - YTD

2015 - 349 2015 - 127 2014 - 299 2014 - 136 2013 - 348 2013 - 137 2012 - 334 2012 - 118

ALS Calls – YTD BLS Calls – YTD ALS Calls – September BLS Calls – September

197 152 21 24 Fire Calls – September Structure Fires Wildland Fires Vehicle Fires False Alarms 2 1 1 11 Fire Calls – YTD Structure Fires Wildland Fires Vehicle Fires False Alarms 13 9 7 1127 Concurrent Calls – September YTD 7 times (total of 16 calls) 56 times (total of 123 calls) Projects, Outreach, Other stuff –

Coordinating scheduling program for paid staff and volunteers Taught New Member Academy class Ambulance/staffing for RFHS football games RFHS bonfire, lighting and extinguishment RFHS truck rally through town, R-81 and crew Potato Day Parade Free blood pressure checks at Sopris Park on Potato Day Attended community wildfire meeting at Station 85 Washed tennis courts for Town of Carbondale Taught Officer Training at Station 81 Inventory district PPE Inventory district SCBA bottles

Respectfully submitted Rob Goodwin Deputy Chief

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Board of Directors ReportBill Gavette, Deputy Chief October 2015

Completed Plan/Code Reviews

Residence - 13 Silver Spruce Drive, fire sprinkler system, Garfield County Aspen Digger Commercial Building, Town of Carbondale Woody Creek Distillers (Martin), Amended Special Use Permit, Garfield County

Pending/On-going Plan/Code Reviews CRMS Fuel Storage, Garfield County Carbondale Medical Offices, fire alarm system, Town of Carbondale

InspectionsFaith Lutheran Church, fire alarm final, Town of Carbondale Faith Lutheran Daycare, general inspection, Town of Carbondale Bethel Party Rental, new construction, Garfield County Uhl Residence, wildfire mitigationResidence - 13 Silver Spruce Drive, fire sprinkler system rough-in, Garfield County Dakota Subdivision, wildfire mitigationRoaring Fork Valley Co-op, fire sprinkler rough-in, Town of Carbondale Cerise Gravel Pit, construction inspection, Garfield County

Other ProjectsFirefighter 1 class instruction – Fire Cause, Fire Protection SystemsWooden Deer Subdivision, Firewise Event Heartsaver CPR – CRMS FacultyNorthwest Incident Management Team – team meetingMcClure Pass Radio Site – Site visit for environmental impact statement (EIS)Motorola – 800 MHz product demonstration, Pitkin County RFHS – Varsity Football EMS Stand by RFHS – Homecoming Bonfire Insurance Services Office – Mapping, hydrant and boundary update

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Board of Directors Training Program Report

October 2015

September Training:

September 2nd Firefighter 1 Ropes and Knots by Nadell, Deter and TafejianSeptember 5th Firefighter 1 Rope and Rescue skills by Nadell, Tafejian, Sauvey and GandolfoSeptember 9th Firefighter 1 Ladders and Ventilation by Nadell and PidcockSeptember 12th Ladders and Ventilation skills at the Gypsum Training Facility by Nadell, Morelli, Tafejian and PetroccoSeptember 16th Firefighter 1 Water Supply, Fire streams by NadellSeptember 19th Firefighter 1 Water Supply and Fire stream skills by Goodwin, Tafejian, Herr and PiccoloSeptember 21st High Altitude Pulmonary Edema by LeachSeptember 23 Firefighter 1 Loss Control, Fire Cause by GavetteSeptember 26th Firefighter 1 Loss Control, Salvage, Overhaul Skills by Nadell, Tafejian and MorelliSeptember 28th Head and Spine Trauma by KroesenSeptember 29th Firefighter 1 Review by NadellSeptember 30th Firefighter 1 Fire Control by Nadell Numerous other staff and volunteer trainings were conducted throughout the month

September Highlights:

A number of members attended a University of Colorado “Pediatrics Simulation Lab” held in Glenwood springs. Kat Bernat has been holding a number of documentation training classes for staff and volunteers as CRFPD transitions to the new Medicare coding rules. One member obtained Fire Officer 1 training at the Colorado Fire Academy.

Certification Management:

All training records, EMS continuing education credits, Firefighter Job Performance requirements (JPRs) and Wildland IQS records are up to date through the end of the month.

Training Hour Totals:

Total man hours of training for September 2015 = 636 hoursTotal man hours of training in 2015 through September 30th = 4849 hours


Deputy Chief/ Training Officer Frank Nadell

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Maintenance Report for September 2015

U82 oil change E84 replace driver side seat belt and hardware. Replace battery in Generator st81 Replaced mechanical room keys st84 Help stain st82 Clean out generator shed Assemble and calibrate Pump Test Trailer Pump testing all Fire Trucks E81 E82 E83 E84 E85 R81 L81 L84 T84 Fit testing on volunteers Repair SCBA’s on Rescue and Ladder Train FF1 Roof ventilation skills Train volunteers who never got training on chain saws from ff1 Snowmass class Unplug opps side Disposal due to over filling. Disassemble R81 doors to get parts list for windows. Bent arms causing scratched glass. Ordered New tires on Bat8 Replace tail lamp on u81 Cover EMS calls C shift Picked up Large Incident trailer from Glenwood. Replace dishwasher brackets opps side Fix SCBA that was missing o ring Train B shift workers on how to properly start and run r81 Skill Chainsaw and Demolition saw. Fix and replace parts on easy up canopy Patched over hall tarp r 81 Replaced all burnt out lamps admin side Tear out admin front door for adjustment and repair Ems coverage Heritage Park. Wire 240 outlet for st84 laundry unit. Patch and paint walls after running wire for outlet. Plumb in water supply. Install and level washing and dryer unit. Fire on Merrill. L81 engineer and ladder operator. Fire investigation with Goodwin Ems coverage m64 hw133 bicycle accident Meetings End of report.

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9/30/2015

Interest RateGeneral Fund Alpine Checking 177,996.30$ 0.00% Alpine Money Market Fund 1,061,563.60$ 0.01%

TOTAL 1,239,559.90$

Capital Projects Fund #1 Alpine Checking 7,853.64$ 0.00% Alpine Money Market Fund 787,111.36$ 0.01% Alpine Impact Fee Fund 12,911.48$ 0.01% Alpine Loan Fund Money Market 680,657.40$ 0.01%

TOTAL 1,488,533.88$

Bond Fund CSafe 115,247.40$ 0.19%

Pension Fund FPPA $2,157,424.16

Ambulance Billing Report - September 2015

Cash Collected on Accounts 17,126.34$

New Accounts Billed 45,334.80$

Medicare Assignments (Write-Offs) 5,847.47$

Other Write-Offs 6,128.15$

Amount Sent to Collections 2,699.80$

Aging Report 0-30 Days 31-60 Days 61-90 Days >90 Days

$50,012.34 $22,474.22 $5,993.71 $73,092.17

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General FundPayroll $37,640.03 Payroll 9/11/15Internal Revenue Service $9,223.01 Federal Withholding 9/11/15Colorado Department of Revenue $2,054.00 State Withholding 9/11/15Fire & Police Pension Association $11,789.06 Pension/457/Death & Disability 9/11/15Payroll $34,511.57 Payroll 9/25/15Internal Revenue Service $7,952.83 Federal Withholding 9/25/15Colorado Department of Revenue $1,898.00 State Withholding 9/25/15Fire & Police Pension Association $11,890.71 Pension/457/Death & Disability 9/25/15Payroll $32,952.46 Payroll 10/9/15Internal Revenue Service $7,487.69 Federal Withholding 10/9/15Colorado Department of Revenue $1,812.00 State Withholding 10/9/15Fire & Police Pension Association $11,545.03 Pension/457/Death & Disability 10/9/15

Capital Projects Fundnone

Miscellaneous Income

9/1-9/30General Fund

Horse Shows $960.00 special event stand by

Capital Projects Fundnone

Checks Issued Between Board Meetings

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GENERAL FUND 2016page 1 of 310/14/2015

2014 2015 2016Audit Estimate Budget

RESERVE BALANCE JAN 1 2,165,855 1,541,615 1,016,804

REVENUES

TaxesProperty Tax 1,530,197 1,564,693 1,952,306Abated Tax 8,241 9,129 8,370Specific Ownership Tax 133,684 107,203 120,000Penalties & Interest 24,429 5,037 5,500Delinquent Tax 0 783 1,000 Total Taxes 1,696,551 1,686,844 2,087,176

Other RevenueAmbulance Service 209,091 227,823 225,000Building Rentals 7,200 6,967 7,000Earnings on Deposits 120 58 100Grants & Contributions 78,150 4,834 0Fireworks Contributions 0 0 0Miscellaneous 45,994 12,354 4,000Sale of Assets 0 0 0Training Reimbursements 1,730 67 500Wildfire Contracts 10,137 47,482 10,000Special Event Contracts 0 0 1,000 Total Other Revenue 352,422 299,584 247,600

TOTAL REVENUE 2,048,973 1,986,428 2,334,776

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GENERAL FUND 2016page 2 of 3


EXPENDITURES PersonnelWages 1,391,287 1,330,370 1,345,319Health Benefits 342,960 327,455 354,685Pension Benefits 127,060 129,365 133,246Work Comp 56,608 76,091 78,374Volunteer Incentive 6,344 7,313 10,000Volunteer Dinner Program 6,305 5,471 6,000Payroll Tax, Medicare 22,467 25,860 26,636Board Members Pay 4,800 3,200 8,000Disability 30,681 35,165 36,220Unemployment Insurance 3,822 3,113 3,206 Total Personnel 1,992,334 1,943,402 2,001,685

AdministrationInsurance 46,297 55,000 60,000Treasurer's Fees 36,110 38,000 46,854Abated Taxes 3,326 2,000 2,000Supplies & Expenses 11,034 16,670 14,000Accounting 9,800 10,100 12,000Legal 26,845 32,648 30,000Dues & Subscriptions 4,113 5,704 7,000Fuel 15,647 12,422 12,770Freight & Postage 1,690 2,202 2,264Computer Supplies 1,060 1,000 1,000Fire/EMS Prevention 1,230 1,000 1,000Board Meeting Food Program 1,106 1,327 0Election 13,442 1,000 15,000Fire Works 0 0 0Emergency Management 0 1,000 1,000Master Plan 4,311 93,000 30,000 Total Administrative 176,011 273,073 234,887

Fire FightingSupplies/Expenses 14,504 14,400 14,804Fuel 5,145 3,100 3,187Incident Resources 255 1,424 1,464Incident Food 0 1,579 1,623Wildfire Expenses 0 8,000 2,000 Total Fire Fighting 19,904 28,503 23,077

EMSSupplies/Expenses 23,507 37,161 33,000Infection Control 235 500 1,000Fuel 5,489 4,700 4,832Physician Advisor 3,500 3,500 4,000 Total EMS 32,731 45,862 42,832

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GENERAL FUND 2016page 3 of 3


EXPENDITURES

CommunicationsTelephone Service 14,038 14,273 14,672Cell Phones 3,674 3,425 3,521Supplies/Expenses 1,645 10,571 10,867Communications Center 4,579 4,788 4,922 Total Communications 23,936 33,057 33,982

TrainingMedical 5,414 1,296 2,500Fire 1,742 7,148 7,000Administration 1,955 892 1,000Rescue 2,176 0 0EMT Tuitions 4,293 5,000 5,000Paramedic Program 27,019 0 0Food 0 788 500 Total Training 42,599 15,124 16,000

EquipmentVehicle Repairs, Outside 16 3,014 3,098Vehicle Supplies, Parts, Tires 16,727 15,674 16,112Equipment Testing 7,536 9,144 9,400Communications Equipment 968 869 893Maintenance Contracts 22,696 28,488 29,285Computers Repairs/Service 9,249 10,259 10,547Portable Equipment 0 97 100 Total Equipment 57,192 67,545 69,436

BuildingsUtilities 75,062 67,273 69,157Maintenance & Repairs 24,615 21,868 22,480Supplies 16,474 15,534 15,969Laundry 0 0 0 Total Buildings 116,151 104,675 107,606

MiscellaneousTABOR Emergency Reserves 0 0 90,000Other Miscellaneous 12,355 0 0 Total Miscellaneous 12,355 0 90,000

TOTAL EXPENDITURES 2,473,213 2,511,240 2,619,505

Transfer to CPF 200,000 0 100,000Sale of Assets 0 0 0

Reserve Balance 12/31 GF 1,541,615 1,016,804 632,074 Reserve Balance 12/31 CPF 793,629 637,989 565,653

Total Reserves 2,335,244 1,654,793 1,197,727

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CAPITAL PROJECTS FUND 201610/14/2015


Reserve Balance Jan 1 722,996 793,629 637,989 REVENUES

Impact Fees 1,460 2,920 1,000Earnings on Deposits 156 150 200Grants 0 25,000 0Miscellaneous 0 0 0Debt Proceeds 0 0 0

TOTAL REVENUE 1,616 28,070 1,200

EXPENDITURES

Loan Payments, New Trucks 102,038 102,038 102,036Fire Equipment 11,526 44,008 35,000Station Improvements 0 0 0Communications Equipment 9,128 25,000 5,000Training Equipment 0 0 0Medical Equipment 826 0 16,500Office Equipment 0 1,726 5,000Station Equipment 0 704 0Vehicles 0 0 0Lease, Copier 7,465 10,000 10,000Aerial & Ladder 0 0 0Misc 0 0 0

TOTAL EXPENDITURES 130,983 183,476 173,536

Sale of Assets 0 0 0Transfer from Gen Fund 200,000 0 100,000

Reserve Balance 12/31 793,629 638,223 565,653

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BOND FUND 201610/14/2015


Reserve Balance Jan 1 106,612 111,224 111,400 REVENUES

TaxesProperty Tax 627,637 623,012 623,288Abated Tax 1,238 2,488 2,062 Total Taxes 628,875 625,500 625,350

Other RevenueEarnings on Deposits 141 176 150Miscellaneous 0 0 0 Total Other Revenue 141 176 150

TOTAL REVENUE 629,016 625,676 625,500

EXPENDITURESTreasurer Fees 14,479 18,500 18,50096 Bond Issue, Principal 0 0 096 Bond Issue, Interest 0 0 02004 Bond Issue, Principal 0 0 02004 Bond Issue, Interest 0 0 02007 Bond Issue, Principal 415,000 70,533 334,4652007 Bond Issue, Interest 194,175 535,267 271,335Fiscal Agents Fees 750 1,200 1,200Refunding Fee 0 0 0Miscellaneous 0 0 0

TOTAL EXPENDITURES 624,404 625,500 625,500

Lawsuit Settlement 0 0 0

Reserve Balance 12/31 111,224 111,400 111,400

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PENSION FUND 201610/14/2015


Reserve Balance Jan 1 2,155,602 2,211,855 2,149,218 REVENUES

TaxesProperty Tax 71,099 63,727 55,403 Total Taxes 71,099 63,727 55,403

Other RevenueFPPA Matching Funds 56,132 64,636 57,354Earnings on Deposits 153,314 100,000Miscellaneous 0 0 0 Total Other Revenue 209,446 164,636 57,354

TOTAL REVENUE 280,545 228,363 112,757

EXPENDITURESFPPA Fees & Expenses 17,894 13,000 13,000Treasurer Fees 1,644 2,000 2,000Benefits 184,525 250,000 250,000Disability Insurance 20,229 25,000 25,000Fidelity Bond 0 1,000 1,000Miscellaneous 0 0 0 TOTAL EXPENDITURES 224,292 291,000 291,000

Reserve Balance 12/31 2,211,855 2,149,218 1,970,975

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2016 BudgetTaxable Year 20159/15/2015

Assessed Valuations

Previous Year Current Year Increase Increase NewNet Values Net Values Dollars Percent Construction

Garfield 236,601,060 297,597,750 2,093,770Pitkin 24,930,320 28,018,160 103,720Gunnison 14,331,820 14,500,850 74,610

275,863,200 340,116,760 64,253,560 23.29% 2,272,100

3.54%

New Assessed Valuations 340,116,760Mill Levy Increase 1.75Additional Tax Revenue 595,204

Additional Expenditure Estimates

Personnel FF/EMT FTE 83,683 1/1/16 hire date FF/EMT FTE 41,842 6/1/16 hire date FF/EMT FTE 20,921 9/1/16 hire date Seasonal & Part Time Employees 65,000

211,445

Training Fire & EMS Seminars 34,346

Volunteer Retention Undefined 20,813

Equipment Hose Replacement 19,000 Heart Monitor 16,000 PPE 30,000 Communications 30,000 Station 3 Roof 15,000 Computer upgrades 17,600 Portatank liners 1,000

128,600

Reserves 200,000

Total 595,204

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CRFPD FIRE HOSE REPLACEMENT REPORT

October 8, 2015

As part of the CRFPD equipment testing program, we test all structural fire fighting hose each year. The hose testing is performed primarily by staff from the Maintenance and Operations divisions. All of CRFPD’s structural fire fighting hose is tested according to NFPA 1961: Standard on Fire Hose.

Each year during the testing process, some hose will fail and have to be taken out of service. In addition to losing hose during the testing process, hose is damaged through normal fire fighting or training operations and will be taken out of service. This type of loss is typical each year in the fire district.

A distinction needs to be made regarding types and sizes of hose as each of these types and sizes have bearing on the service life of the hose. There are several distinct categories of structural fire fighting hose that are used at CRFPD.

Type Size Function Attack 1 ½” to 2 ½” Used for direct firefighting operations, “wet stuff on the red stuff” Supply 2 ½” to 3” Used to supply engines or pumps with moderate amount of GPM LDH 3 ½” or greater Used to supply high volume of water to engines or pumps

In addition to the typical types of fire hose loss identified above, another issue that has been identified in the CRFPD hose inventory is that of aging hose. This is most prevalent when looking at the large diameter hose (LDH) in the fire district. The reason for this is that LDH is not used as often as the other types and therefore tends to last longer. Consequently, much of the LDH in the CRFPD inventory is similar in age to the fire engine fleet itself. This means that many sections of LDH are in the 20+ year old range.

This fire hose is showing signs of degradation due to dry rot, UV exposure and weaknesses where the hose has been folded as it lays in a hose bed for extended periods. In 2015, during the hose testing process, 9 sections of LDH, 5” supply hose failed due to the factors identified above. In addition, a number of other supply and attack hose sections failed as well. Normally, this hose would be replaced each year through capital expenditure and general fund expenditure depending on the size and type of hose. CRFPD has not purchased any structural fire hose for replacement of lost hose for the past 2-3 years. The loss of the LDH hose in 2015 caused us to replace the hose with 3” supply hose from CRFPD’s station cache. The use of the “cache” hose (600’) now means that CRFPD hose reserves are virtually depleted and in need of replacement as well. The attached table shows CRFPD 2015/2016 hose replacement needs along with identified costs.

2015 - CRFPD Fire Hose Replacement

Quantity Description Size Cost Ea. Total 9 Replacement hose for Engines 5" LDH Supply Hose $505.00 $4,545.00

20 50' sections for station hose 3" Supply Hose $265.00 $5,300.00

8 Fire attack hose for engines and station 2.5" Attack Hose $175.00 $1,400.00

12 Fire attack hose for engines and station 1.75" Attack Hose $145.00 $1,740.00

10 Supply hose for wildland and station hose 2.5" Supply Hose $145.00 $1,450.00

$14,435.00

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Carbondale & Rural Fire Protection DistrictWage & Benefit Survey10/14/2015*all data is in draft form only**some data is not current as of 10/14/15*

Carbondale Vacation SickRegular Full-Time (40 hour work week) Employees

Accrual Rate Regular Full-Time (40 hour work week) Employees

Accrual Rate

0-5 years: 3.92 hours per pay period - total of 102 hours per year

96 hrs per year 1040 hrs maxcap





Over 15 years: 6.15 hours per pay period - total of 160 hours per year plus.31 hours per pay period per year over 15 years


24 hour Shift Employees

Accrual Rate 24 hour Shift Employees

Accrual Rate







Over 15 years: 8.62 hours per pay period - total of 224 hours per year plus.42 hours per pay period per year over 15 years


CRFR Paid Time Off Program

GlenwoodVacation Sick

1 5 yrs 11 hrs permonth 187 total, 610 yrs 13.75 hrs permonth 220 total, 1116 yrs 16.6 hrs permonth 253 total

11 hours per month1320 max

Basalt

Vacation Sick

24 hour Shift Employees (53 hrs work week)

1)96 2)116 3)135 4)155 5)174 6)194

9.69 hrs per payperiod

Regular Full-Time (40 hour work week) Employees

1)80 2)96 3)112 4)128 5)144 6)160 8 hrs per pay period

Snowmass

24 hour Shift Employees (53 hrs work week) 1)144 2)216 3)288 240 once depleted it

will not be reinstated

Regular Full-Time (40 hour work week) Employees 1)110 2)150 3)220 160 once depleted it

will not be reinstated

53hr wk 0 5 yrs = 251 hrs yr; 6 10 yrs = 284 hrs yr; 11 15yrs = 318 hrs yr; 16 + = 352 hrs ys Nolower limit/ carry over 376hrs @ 0 5yr after that increases with longevity

40 hr wk 0 5 yrs = 256 hrs yr; 6 10yrs = 264 hrs yr; 11 15 yrs = 304 hrs yr; 16 + = 376 hrs yr No lowerlimit/ carry over 376hrs @ 0 5yr after that increases with longevity

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To: Gene Schilling, President and members of the Carbondale Fire District Board, Chief Leach, and Jenny Cutright

From: Carl Smith, District Board Member

Subject: Discussion Points for October 14 2015 Fire District Board Meeting

Date: October 5, 2015

At the September 9, 2015 Fire District Board Meeting we discussed the 2016 Budget and the proposed 2016 – 2017, 1.75 mil levy increase. The portion of the discussion I would like to review is the possible expenditure of the funds for the mil levy increase.

First there was considerable discussion and viewpoints on the relationship between the 2016 Budget and the funds generated by the possible mil levy increase. I would like to document how I view the relationships. All figures are taken from Chief Leach’s fiscal documents that he emailed on September 16, 2015. I have formatted my response in a different way to identify my concerns. I have not included the $200,000 transfer to the Capitol Funds account as this will then be used to make the Alpine Loan Payment and to make up for the expenditures in the 2016 budget above income.

2016 Total Proposed Expenditures (Page 3 of 3) $2,556,216 Alpine Loan Payment (Previous documents) $102,038 50% Grant Match for Cardiac Monitor (02/19/15 quote) $16,555

Total Projected expenditures if 2016 proposed budget is adopted $2,674,809 Total Projected expenditures if 2016 proposed budget is adopted $2,674,809 2016 Total Revenue (Page 1 of 3) $2,360.460 2016 Proposed Expenditures minus 2016 Revenues $314,349

My calculations, based upon Chief Leach’s proposed budget, show that if the 2016 proposed budget with the Alpine Loan payment, and the 50% Grant Match for the Cardiac Monitor are adopted the District Board proposes to spend $314,349 more that we will receive as income in 2016. Proposed 2015 1.75 mil levy increase: The proposed 1.75 mil levy increase will generate $595,204. We had a lengthy discussion on how to utilize those funds at the September 9, 2015 meeting. Chief Leach proposed a draft expenditure statement based upon our input from that discussion. That draft was also emailed to the District Board on September 16, 2015 as part of the budget documents mentioned earlier. My first comment on that proposal is based upon the above calculations. Proposed 1.75 mil levy increase: $595,204 2016 Proposed Expenditures minus 2016 Revenues $314,349

Available funds if 1.75 mil levy increase is passed by voters $280,855 My calculations show that we will not have $595,204 available for new expenditures, but will only have $280,855. I know this is a difficult discussion to analyze but I have tried to simply it by showing the total

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2016 projected expenditures and comparing them with the 2016 income. Also, Chief Leach’s proposal shows $200,000 transferred into the Capitol Reserve Account from the proposed mil levy increase, but if the proposed 2016 budget is adopted we will need to use $314,349 from that same account to balance the 2016 Budget. Tabor Emergency Reserve: As I understand Paragraph 5 of Article X, Section 20 of the Colorado Constitution requires a 3% of fiscal year spending to be set aside as an Emergency Reserve Fund. This fund can only be used for District Board declared Emergency Expenditures. Our current budget shows this as an annual expense. Some review of different budgets and discussions on the Internet show these Emergency Reserve funds to be put in a separate reserve account that is held from year to year. Thus once established not needed to be included in the annual budget, but held in the Reserve Account in a separate category. Since we have budgeted $90,000 in 2015 this money could be transferred to a separate Reserve Account, as noted, and not included in the 2016 budget. This would free or reduce $90,000 in the 2016 Budget. I am sure the Board needs to discuss this with our Legal Counsel. I also have comments the other aspects of Chief Leach’s summation of our discussion. Personnel: Chief Leach has stated he and the staff state that they believe that three Operational Personnel are need to be on duty 24/365. I understand their beliefs and will not argue against that proposal. What my concerns with the proposal deal with the need to hire three FF/EMT FTE, one staff member for each shift to accomplish this. I propose hiring one member and developing an annual leave selection process. The following is a generalized overview of the leave needs. A more specific plan can be developed with past history and input from Chief Leach and staff. Number of shifts worked per FF/EMT FTE annually 121 Approximate number of annual leave, sick leave etc. used per year per FTE 12 (Note this number is high as new employee receive fewer shifts off) Number of current FF/EMT FTE’s including Captains and Assistant Chief 9 Number of Shifts needed to be covered 12 x 9 = 108 Number of Shifts available per FF/EMT 121 Number of shifts available hiring 3 FF/EMT FTEs (3 FTE’s X121 shifts) = 363 Developing a vacation leave selection process and utilizing one staff member to fill those shifts can reduce the need of new FF/EMT FTE’s from 3 to 1. This scheduling can be accomplished by developing a procedure and subsequent policy for annual leave utilization. Since a majority of sick leave cannot be planned an additional amount of coverage will be needed. This can be covered by overtime, and if long term, by temporary employees as is currently done. The budgeted overtime amount needed can be estimated by previous years short term sick leave usage. It is

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important to remember that hourly overtime costs as compared to hourly costs of a permanent employee, plus the hourly benefit costs, are reasonably close. If desired these hourly costs comparison can be quantified. Also sequentially hiring three FF/EMT FTE’s in 2016 would require full funding in 2017.

The budgeted funding for on EMT Intermediate in 2016 is: $83,683 The total for 2017 would be 3 X $83, 683 = $251,049 In addition Mark Chain’s plan calls for a 3% increase in salary for 2017. This is an additional $7, 531

The District has strived to hire Paramedics instead of Intermediates, which I strongly agree with. However, this adds to the personnel costs. The additional personnel costs for 2017 could reach up to $275,000. Does the District Board want to commit a majority of 2017 mil levy increase to three additional personnel and the increased budget costs identified earlier? Or do we want to maintain the PPE replacement, equipment replacement, training needs, certification requirements, and volunteer retention at the increased amounts the Board is considering for the funds from the proposed mil levy increase? Seasonal and Part Time Employees: This is listed as $65,000, my recollection from the meetings, as it was $50,000. By reducing the identified amount by $15,000 the reduction can be placed in training for certification of the mechanics for vehicle and SCBA maintenance and reparit. Training: Fire and EMS Seminars are listed and I strongly support this. However, no funds are identified for certification of the mechanics for both vehicle and SCBA maintenance and repair as noted above. Change in Escrow Payments due to proposed mil levy increase: I have read and heard that for a $500,000 home the proposed Fire District 1.75 mil levy increase will cost the taxpayer only $6.00 per month. This estimate is reasonably valid for an average cost over the two years for those taxpayers that pay their taxes directly to the appropriate County. However, for those taxpayers who have mortgages the first year of the increased escrow payments will mostly likely start in July, 2016. The escrow account was not collected the tax for 2016, and needs to also be collected for 2017. There are several different calculation methodologies but it will most likely be 2.16 X the $6.00 for a total of $12.96 per month. This is due to the fact that the increased property tax which will be due in February and June of 2016 was not calculated when the Escrow Payments were determined for 2015-16. This change in Escrow Payment will also be added to the increased property tax due to the 2016 change in property valuations. These increases will like increased by the same factor of about 2.16 times. For a better explanation a taxpayer can contact their mortgage company or go to: http://portal.hud.gov/hudportal/HUD?src=/program_offices/housing/ramh/res/respafaq, or multiple other sites on the internet. I raise this issue as I am concerned that the taxpayers will not fully understand the significant increase in their Escrow Payments and resultant Mortgage Payment next year.

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Thank you for your thoughts and consideration

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Eugene K. Schilling President Carbondale & Rural Fire Protection District

X

X

Colorado

CarbondaleOctober 14, 2015

Eugene K. Schilling

President

Michael R. Kennedy

Vice-President

Louis E. Eller, Jr.

Secretary/Treasurer

Robert Emerson Carl L. Smith

Director Director

2015-007

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Carbondale & Rural Fire Protection DistrictColorado Carbondale October 14, 2015

14th October 15

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14October 2015 Carbondale & Rural Fire Protection District

X

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Eugene K. Schilling, President October 14, 2015

Michael R. Kennedy, Vice President October 14, 2015

Louis E. Eller, Jr. October 14, 2015

Eugene K. Schilling

President

October 14, 2015

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Eugene K. Schilling President October 14, 2015

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Eugene K. Schilling President October 14, 2015

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